New Grant Fund Continuation Tool - Launching April 1st

The new Grant Fund Continuation Tool will be available beginning April 1, 2026.

The purpose of this tool is straightforward: it helps ensure that payroll for grant-funded employees continues smoothly when a grant is renewed or continued. When one grant ends and a new grant takes its place, the tool updates the employees paid on the original grant fund to the newly assigned continuation grant fund so that payroll is charged to the correct grant fund going forward.

Research Accounting Services (RAS) will manage the Grant Continuation Tool and handle all communications with departments and Principal Investigators. This tool has been carefully tested and will be rolled out in phases to keep the process clear and manageable for departments and faculty.

Important Scope for Phase 1

For the initial launch, the tool is limited to:.

• Grant Fund to Grant Fund continuations only

Phase 1 applies only when a renewed award results in a new grant fund replacing an ending grant fund. In these cases, salaries will move from the old grant fund to the new continuation grant fund when the renewed award is issued.

Example:

Salaries are moved from Fund 90XXX1 (ending grant) to Fund 90XXX2 (new continuation grant) effective May 1, 2026. Employees with job records tied to Fund 90XXX1 will have that fund updated to Fund 90XXX2 beginning with the next payroll processed after the effective date.

Research Accounting Services will initiate all Phase 1 continuations as part of the award setup process.

Additional funding scenarios will be added in future phases, as outlined below.

How the Tool Works

The continuation tool applies only to future payrolls. It does not make retroactive changes.

Payroll charges will move from the ending grant fund to the continuation grant fund beginning with the first payroll processed after the effective date of the continuation (weekly, biweekly, or monthly).

Departments must continue to submit labor redistributions for any retroactive payroll adjustments.

Interaction with EPAFs

If an EPAF is submitted and fully approved before payroll is processed, the EPAF will take precedence over the continuation tool.

Payroll will follow the most recent approved action in place at the time payroll runs.

Phased Implementation Timeline

• Phase 1 (April 1, 2026): Grant Fund to Grant Fund continuations only
• Phase 2 (July 1, 2026): Addition of Cost Share Funds
• Phase 3 (October 1, 2026): Transitions from Grant or Cost Share Funds to Unrestricted Funds

Frequently Asked Questions

What does this tool do?

It moves payroll funding from an ending grant fund to a new continuation grant fund when a grant is renewed, ensuring charges are applied to the correct fund going forward. Departments do not need to submit an EPAF for Phase 1 continuations.

Who manages the tool?

Research Accounting Services (RAS) administers the tool as part of the grant set-up process and will notify departments when a continuation is processed.

When will the tool be used in Phase 1?

Only for Grant Fund to Grant Fund continuations (e.g., Fund 90XXX1 to Fund 90XXX2).

When will cost-share funds be included?

Cost share funds will be added in Phase 2 (July 1, 2026).

Will the tool move labor to an unrestricted fund at close-out?

Transitions to unrestricted funds will be available in Phase 3 (October 1, 2026).

Will this change existing payroll or EPAF processes?

No. Existing payroll and EPAF processes remain the same. However, an approved EPAF in place before payroll runs will take precedence.

What if a grant is inactive or terminated?

Please contact Research Accounting Services at fundnumber@drexel.edu with questions.

Thank you for your partnership as we introduce this new tool. Additional guidance and training resources will be shared as we approach the April 1 launch.